Essential SharePoint 2013 ® Jamison_FM.qxd 7/9/10 3:46 AM Page ii The Addison-Wesley Seriespage page Series Microsoft Technology Series Visit informit.com /mstechseries for a complete list of available publications B ooks in the Addison-Wesley Microsoft Technology Series address the latest Microsoft technologies used by developers, IT professionals, managers, and architects Titles in this series cover a broad range of topics, from programming languages to servers to advanced developer techniques The books are written by thought leaders and experts in their respective communities, including many MVPs and RDs The format of this series was created with ease-of-use in mind, incorporating features that make finding topics simple; visually friendly charts and fonts; and thorough and intuitive indexes With trusted authors, rigorous technical reviews, authoritative coverage, and independent viewpoints, the Microsoft Community can rely on Addison-Wesley to deliver the highest quality technical information Essential SharePoint 2013 ® Practical Guidance for Meaningful Business Results Scott Jamison Susan Hanley Chris Bortlik Upper Saddle River, NJ • Boston • Indianapolis • San Francisco New York • Toronto • Montreal • London • Munich • Paris • Madrid Capetown • Sydney • Tokyo • Singapore • Mexico City Many of the designations used by manufacturers and sellers to distinguish their products are claimed as trademarks Where those designations appear in this book, and the publisher was aware of a trademark claim, the designations have been printed with initial capital letters or in all capitals The authors and publisher have taken care in the preparation of this book, but make no expressed or implied warranty of any kind and assume no responsibility for errors or omissions No liability is assumed for incidental or consequential damages in connection with or arising out of the use of the information or programs contained herein The publisher offers excellent discounts on this book when ordered in quantity for bulk purchases or special sales, which may include electronic versions and/or custom covers and content particular to your business, training goals, marketing focus, and branding interests For more information, please contact: U.S Corporate and Government Sales (800) 382-3419 corpsales@pearsontechgroup.com For sales outside the United States, please contact: International Sales international@pearson.com Visit us on the Web: informit.com/aw Library of Congress Cataloging-in-Publication Data Jamison, Scott Essential SharePoint 2013 : practical guidance for meaningful business results / Scott Jamison, Susan Hanley, Chris Bortlik.—First edition pages cm Includes bibliographical references and index ISBN 978-0-321-88411-4 (alk paper)—ISBN 0-321-88411-6 (alk paper) Microsoft SharePoint (Electronic resource) Intranets (Computer networks) I Hanley, Susan, 1956– II Bortlik, Chris III Title TK5105.875.I6J353 2014 004.6'82—dc23 2013027429 Copyright © 2014 Pearson Education, Inc All rights reserved Printed in the United States of America This publication is protected by copyright, and permission must be obtained from the publisher prior to any prohibited reproduction, storage in a retrieval system, or transmission in any form or by any means, electronic, mechanical, photocopying, recording, or likewise To obtain permission to use material from this work, please submit a written request to Pearson Education, Inc., Permissions Department, One Lake Street, Upper Saddle River, New Jersey 07458, or you may fax your request to (201) 236-3290 ISBN-13: 978-0-321-88411-4 ISBN-10: 0-321-88411-6 Text printed in the United States on recycled paper at R R Donnelley in Crawfordsville, Indiana First printing, July 2013 To my lovely wife, Sung, who supported me tremendously during the writing of this book, and to my team at Jornata—the smartest and hardest-working bunch of folks I’ve ever worked with —Scott For my family, whose support and dedication and willingness to eat takeout made it possible for me to write, and for the incredible SharePoint community, from whom I have learned so much and who inspire me to pay it forward —Sue To my wife, Marisa, our four daughters, and our parents: thank you for all of your support and encouragement during the past 18 months My contributions to this book would not have been possible without you and the sacrifices you have all made on my behalf Love you all! —Chris This page intentionally left blank Contents Foreword by Jeff Teper xxi Foreword by Jared Spataro xxiii Acknowledgments xxv About the Authors xxvii Chapter Your Reading Journey What Is This Book About? Reader’s Guide What You Will Learn from This Book Who Should Read This Book How This Book Is Organized What’s New in SharePoint 2013? Key Points Thank You 2 5 7 Part I Planning Chapter Planning Your Solution Strategy������������������������������������� 11 SharePoint: What Is It? Is It an Application, a Platform, or a Framework? What’s New in SharePoint 2013? SharePoint Strategy Roadmap What Is the Business Objective? Who Are the Stakeholders? Which Capabilities Are Relevant? Key Points 12 14 15 18 20 22 25 29 vii viii Contents Chapter Introducing the SharePoint 2013 Platform��������������������� 31 Microsoft’s Collaboration Evolution Exchange as a Collaboration Platform Office Server Extensions and SharePoint Team Services SharePoint Portal Server 2001 Windows SharePoint Services 2.0 SharePoint Portal Server 2003 Windows SharePoint Services 3.0 Microsoft Office SharePoint Server 2007 SharePoint Foundation 2010 Microsoft SharePoint Server 2010 Current Versions of SharePoint Products and Technologies SharePoint Foundation 2013 Microsoft SharePoint Server 2013 SharePoint Server 2013: The Details Microsoft SharePoint Server 2013 and Office 2013 Operating System Services: Windows Server Database Services: Microsoft SQL Server Workflow Services: Windows Workflow Foundation Web Page Services: ASP.NET Collaboration Services Portal Enterprise Content Management Search Social Computing (Community) Business Intelligence Composite Applications What’s New in SharePoint 2013? Comparing SharePoint Versions SharePoint: The File Share Killer? SharePoint: The Access and Excel Killer? Walkthrough Key Points Chapter 33 33 Planning for Business Governance 34 34 35 35 35 36 36 36 36 37 37 37 38 39 39 39 39 40 40 40 40 41 41 41 42 43 50 51 52 58 61 What’s New in SharePoint 2013? 65 Why Is Governance Planning Important? 67 Contents ix When Should You Start Thinking about Governance? What Is in a Governance Plan? How Do You Create the Governance Plan? Think about Governance during Design Identify a Small but Inclusive Team Have a Clear Vision Develop Guiding Principles Think about the Deployment Model Plan and Schedule the Governance Conversations Talk about Social Define Roles and Responsibilities Define Policies and Guidelines Determine Your Delivery Model Socialize, Promote, and Verify Key Points Chapter Planning for Operational Governance What’s New in SharePoint 2013? Planning for Operational Governance Choose a Deployment Model (or It Will Choose You) Correct Health Analyzer Issues Monitor Network Connectivity Manage Capacity and Disk Space Effectively Manage Application Pools Effectively Manage Accounts and Passwords Effectively Manage Databases Effectively Proactively Monitor the Health of Your SharePoint Environment Maintaining Operational Governance Planning for Application Governance Account for the Three Categories of SharePoint S olutions Choose a Customization Policy (or It Will Choose You) Develop Governance Strategies for the New SharePoint Apps Model Maintaining Application Governance Establish Development and Test Environments Key Points 68 69 71 71 72 73 74 78 80 91 92 97 98 99 100 103 104 105 105 106 106 107 107 107 108 108 109 110 111 111 113 114 116 116 Index 733 as search result source, 544 social computing in SharePoint 2013, 229–230, 472–474 People Picker, 355–356 PerformancePoint Services benefits of, 621 business intelligence capabilities in SharePoint Server 2013, 41 creating KPIs (Key Performance Indicators), 610–611 enterprise edition features, 46 features provided by shared service applications, 264 function of, 616 how it works, 618–619 overview of, 618 reasons for using, 619–620 Permissions accessing external data and, 577–578 for app use, 113 applying, 388–389 applying to securable objects, 358–364 checking individual or group, 395 checking site, 394–395 for community sites, 374–375 for default SharePoint groups, 369 displaying permissions levels of objects, 395–396 item-level security and, 417–418 levels of, 375–379 listing permission levels, 383–386 maintaining security model and, 389, 394 Manage Permissions feature, 343 managing user permissions, 200–201 reports and, 604 sharing document outside organization and, 705–706 sharing sites outside organization and, 704–705 user roles and, 216–217 Personal sites, 507–509 PhoneFactor, from Microsoft, 629–630 Physical architecture, searches and, 551–552 Pie charts, 605 PivotCharts, Excel reports, 616 PivotTables, Excel reports, 616 Platform as a service (PAAS), 314 Platforms, SharePoint as, 13–15 Policies apps use, 113–114 automating, 98–99 central site for, 99 customization policies in operational governance, 112 defining, 97–98 enterprise policies in governance plan, 86–87 information management, 165, 432–435 key elements in governance plan, 71 Portals application features in SharePoint Server, 262 benefits of effective site architecture, 134 capabilities in SharePoint Server 2013, 40 Community Portal site template, 517 standard and enterprise edition features, 43 Posts adding hyperlinks to, 703 creating, 702–703 in glossary of social computing terms, 687 Power users/evangelists deployment strategies and, 204–205 on IA team, 123 importance of, 97 role and responsibilities of, 94 Power View, Excel add-in, 616 PowerPoint collaborative authoring, 528, 648–649 features provided by shared service applications, 264 integration with SharePoint, 653–654 mind maps in documenting site architecture, 141 Office Mobile Applications and, 644, 674–675 Office on Demand, 647–648 Office Web Apps and, 639–640, 644, 674 Windows Phone applications, 636 Preferences, search preferences, 549 Presentation layer, for user interaction with external data, 578–579 Presentation tools benefits of technologies, 621–622 charts, 605–606 choosing, 611–612 components of Excel Services, 614 734 Index dashboards, 606–608 Excel BI client features, 616 Excel Services, 611–613, 615 Excel Services server features, 617–618 how Excel Services works, 614–616 how PerformancePoint Services works, 618–619 KPIs (Key Performance Indicators), 609–611 PerformancePoint Services, 618 reasons for using PerformancePoint Services, 619–620 reasons for using Visio Services, 620–621 reports, 603–605 scorecards, 608–609 Visio Services, 620 what’s new in Excel Services, 616 Privacy, privacy/relevance mix in online conversations, 484–485 Private clouds, 313 Productivity, 122, 230 Project (Microsoft), integration with SharePoint, 654 Project Online components of Office 365, 316 SharePoint Online integration with, 312 Projects activity groupings in site architecture, 139 managing, 335 project sites, 83 task tracking, 191 Promoted Links app, 189–190, 708–711 Promoted results, 539, 557 Properties, of Content Types, 164 Provisioning, enterprise policies in governance plan, 87 Public Web site, capabilities only available in SharePoint Online, 330–331 Publishing application features in SharePoint Server, 262 planning for, 467 Publishing sites capabilities available in SharePoint Online, 330–331 creating and managing Web content, 448–452 customizing page layout, 456–458 default permissions, 377 default SharePoint groups and permissions, 370–371 Design Manager and, 459 master page options for, 454 Q Qualitative metrics collecting, 254 examples of serious anecdotes, 246–247 future scenario example, 247–249 overview of, 245–246 user feedback for collecting, 255 user surveys for collecting, 255–256 Quantitative metrics business or outcome metrics, 243–245 overview of, 241 system metrics (usage analytics), 241–243 usability testing for collecting, 254–255 Quarterly maintenance, of operational governance, 110 Queries applying query rules to searches, 557–558 defined, 538 in logical search architecture, 551 tips for writing search queries, 684–686 Quest/Dell migration tools, 286, 336, 490 security analysis tools, 364 security management tool, 342 Quick Edit view, for editing managed metadata, 127, 174–175 Quick Launch in page layout, 146–147 Quick Launch links, vs Web Parts, 151–152 Quotas, features that not work across site collections, 268 R Rackspace online hosting option, 338 Ratings/Likes getting feedback via, 513–514 in glossary of social computing terms, 687 identifying meaningful content, 480 understanding, 501–502 RBS (Remote BLOB Storage), in database services, 261 Index 735 Read permissions, 376 Really Simple Syndication (RSS), 262 Recommendations clicked, usage analytics, 243, 444 Recommendations displayed, usage analytics, 243, 444 Records Management see RM (Records Management) Regression testing, 112 Relationship capital, building through social computing, 480 Relevance, privacy/relevance mix in online conversations, 484–485 Remote BLOB Storage (RBS), in database services, 261 Replies, social computing terminology, 687 Report Center, 41 Reports overview of, 603–605 PivotCharts and Pivot Tables, 616 reasons for using PerformancePoint Services, 619 Require Check Out setting, in versioning, 416–417 Responsibilities defining, 92–97 governance plan considerations, 88–89 key elements in governance plan, 70 Restricted Contributor permissions, 378 Restricted Read permissions, 377 Result blocks defined, 539 query rules in defining, 558 Result sources adding new, 555–557 defined, 539 what is included in, 543–544 Retention policies, sites, 406–407 Reusable Workflows, 588, 590–591 Rewards in adoption strategy, 218–221 discussion lists with reward and recognition capabilities in SharePoint 2013, 192 Ribbon, Office UI innovations, 670–671 Risks, related to social computing accidental or inappropriate disclosure, 493 distraction, 495 e-discovery, 494 exposing inaccurate information, 492–493 losing stature, 493–494 RM (Records Management) auditing, 431–432 declaring records, 429–430 elements of Content Types, 165 information management policies, 432–435 overview of, 405, 429 In-place management, 430–431 with SharePoint Online, 324–325 standard and enterprise edition features, 45 ROI (return on investment) applying ROI analysis, 238–239 as measure of success of project, 227 ROI-lite, 239–240 Roles defining, 92–97 governance plan considerations, 88–89 information architect, 122–124 key elements in governance plan, 70 user roles, 216–217 RSA SecurID, 629–630 RSS (Really Simple Syndication), 262 S SAAS (Software as a service), 314, 338 SCOM (Systems Center Operations Manager), 107–108 Scorecards balanced scorecards, 250–254 in dashboards, 606 overview of, 608–609 reasons for using PerformancePoint Services, 619 strategic/appropriate use of, 622 Scrolling, design principles for page layout, 149 SDP (SkyDrive Pro) accessing from Office 365, 321 in architecture of social computing, 529 document library in, 129 integration with SharePoint, 654 keeping document content current with, 660 migrating from SPW to, 659–660 mobile applications, 636 736 Index new features in SharePoint 2013, 473 Office on Demand and, 647–648 offline access with, 296 offline synchronization with, 191–192 providing ability to work with content across devices and offline, 491 recommendations for working with SharePoint documents and data, 669 SharePoint Online support, 312, 335 SPW features not available in, 658–659 taking SharePoint documents offline, 654–655 working with, 655–658 working with files offline, 664 Search alerts, 548 Search Center, 129, 538 Search dictionaries, 559–560 Search-driven applications overview of, 564 search-driven Content Web Parts, 564–565 video search results, 564 Search-driven Content Web Parts, 564–565 Search engine optimization (SEO), 443–444, 446 Search engines improvements to SharePoint 2013, 190–191 in logical search architecture, 550 reports and, 604 SEO (search engine optimization), 443–444, 446 Search refiners customizing and creating, 559–560 defined, 538–539 search results pages providing, 545–547 Search results adding new sources, 555–557 defined, 538 search refiners and, 546–547 video search results, 564 Searches adding content sources, 554–555 adding result sources, 555–557 administering, 549–550 adoption and, 198–199 application features in SharePoint Server, 262 capabilities in SharePoint Server 2013, 40–41 capabilities not available in SharePoint Online, 328–329 capacity planning, 553 comparing SharePoint Online with SharePoint Server 2013, 560–563 configuring and managing, 540–541 configuring as application, 128 consolidating FAST search engine with SharePoint search, 287 content management and, 540 Content Search Web Part, 440 customizing and creating search refiners, 559–560 deciding what content to expose to, 541–542 exporting/importing search settings, 560 features of enterprise edition, 46 features provided by shared service applications, 263 features that not work across site collections, 268 importance of, 537 key point review, 565 keyword matches, 438 logical architecture, 550–551 logical operators and wildcards in, 196 managing, 554 managing with SharePoint Online, 325 metadata and, 121, 160, 181–182 options for, 548–549 overview of, 535 physical architecture, 551–552 planning for, 468, 536–537 query rules in, 557–558 search-driven applications, 564 search-driven Content Web Parts, 564–565 SEO (search engine optimization), 443–444 site architecture and, 134 SkyDrive Pro and, 655 standard and enterprise edition features, 45 teaching users how to create effective queries, 209–210 terms and concepts, 538–540 tips and syntax, 547–548 upgrades and, 297 upgrading to SharePoint 2013 search, 553–554 user perspective on, 543–547 video search results, 564 what’s new in SharePoint 2013, 230, 535–536 writing search queries, 684–686 Index 737 Securable objects applying permissions, 388–389 applying permissions to, 358–364 inheritance and, 385 Secure Store, 325 SecurID, RSA, 629–630 Security access controls, 348–349 applying permissions, 388–389 checking permissions, 394–395 custom SharePoint groups, 374–375 default SharePoint groups, 368–372 defining groups, 386–388 displaying object permissions, 395–396 documenting, 379–380 Draft Item Security, 415 example security model, 390–393 Excel Services and, 615 exceptions, 365–366 of external data, 577–578 folders and, 161 of groups, 367–368 guiding principles, 75 item-level, 417–418 key point review, 398–400 listing access requirements, 386 listing permission levels, 386 listing security requirements, 382–386 maintaining, 389, 394 overview of, 341–343 permissions, 375–379 securable objects, 358–364 security trimming, 365 sharing externally and, 354–357 sharing internally and, 350–354 in site architecture diagram, 142 of sites, 357–358 special SharePoint groups, 372–374 troubleshooting security applications, 396–398 of users, 367 what’s new in SharePoint 2013, 343–348 Security exceptions, 365–366 Security trimming, 365 Selective external migration, 304–305 Send To command, managing document copies and, 693–697 SEO (search engine optimization), 443–444, 446 Serious anecdotes collecting good value stories, 255–256 examples of, 246–247 in qualitative metrics, 245–246 Servers see also by individual types deployment strategies, 279–281 Excel Services server features, 617–618 server roles in SharePoint, 278 Service applications architecture of, 271–272 features provided by shared service applications, 263–264 Service level agreements (SLAs) governance plan as framework for, 69 technology assurance dimension of governance and, 62 Settings, managing with SharePoint Online, 325–326 Shared Service Providers (SSPs), 271 SharePoint 2003, migrating to SharePoint 2013, 286 SharePoint 2007, migrating to SharePoint 2013, 286 SharePoint 2010, migrating to Share Point 2013, 286 SharePoint 2013 as application, platform, or framework, 13–15 comparing versions of, 43, 45–49 current versions and technologies, 36–37 determining relevant capabilities, 25–29 how SharePoint is used, 12–13 identifying the business objectives, 20–22 identifying the stakeholders, 22–24 key point review, 29–30 overview of, 11 as replacement for Access and Excel, 51–52 as replacement for file sharing, 49–51 strategy roadmap, 18–20 technologies and capabilities, 38 walking through example build of collaborative application, 52–58 what’s new, 15–18, 42–45 SharePoint administrator role, 93 SharePoint architect role, 94 SharePoint coaches 738 Index importance of, 97 role and responsibilities of, 94 SharePoint Designer 2013 customizing workflows, 586–588 designing workflows, 588–589 integration with SharePoint, 654 working with workflow actions, 592–595 SharePoint Foundation in history of collaboration services, 34, 36 Windows Server 2008/2012 as basis for, 260 SharePoint Foundation 2013 application capabilities provided by, 262 collaboration services, 40 description of, 42 overview of, 37 platform capabilities provided by, 261 SharePoint Groups custom, 374–375 default, 368–372 defining, 386–388 special, 372–374 types of, 368 SharePoint Health Analyzer, 106 SharePoint Online capabilities missing in, 327–329 capabilities only available in, 329–334 comparing with SharePoint Server 2013, 326–327, 560–563 components of Office 365, 315 ease of sharing and, 66 feature parity with SharePoint Server, 410 getting started with, 335–336 migrating to, 336–337 operational governance and, 103, 337–338 overview of, 322–326 planning for, 334–335 sharing sites and documents outside organization, 704 SQL Azure and, 577 technology assurance dimension of business governance and, 62 what’s new, 312–313 SharePoint Online administrators group, 373 SharePoint Portal Server (SPS), 34–36 SharePoint Server 2010, 580 SharePoint Server 2013 capabilities/services, 40–41 ECM (enterprise content management), 40 Enterprise CAL, 37, 42, 46 options for working with workflows, 580 Standard CAL, 37, 42, 43, 45 technologies and capabilities, 38 SharePoint Team Services (STS), 34 SharePoint Workspace see SPW (SharePoint Workspace) Sharing see also Collaboration authentication and, 347 documents externally, 343, 357, 705–706 documents internally, 343, 350–351 externally, 329–330, 354–356 improvements to SharePoint 2013, 191 internally, 350 online vs on-premises, 345–346 reviewing what has been shared, 706–707 sites externally, 356–357, 704–705 sites internally, 351–354 Single-server deployment, 279 Site architecture “About” sections, 138–139 activity groupings, 139–140 administration, 142 best practices, 137–138 best practices for page layout, 146 consistency of page layout, 145–146 creating effective, 134–135 design principles for page layout, 149–151 design techniques, 135 diagramming, 141–142 duplicating content in more than one location, 140 functional groupings, 139 implementing, 143–144 managing navigation, 144–145 overview of, 120 templates and starters for page layout, 146–148 three-click-rule myth, 153 top links in, 145 wire framing templates, 152–153 Site collection administrators group, 372 Site collections Index 739 architecture, 265–268 central administration, 272–274 deferring upgrades, 287 eDiscovery Center, 409–410 features that not work across, 267 fundamentals common to portals, sites, and pages, 265 grouping sites into, 128–129 listing security requirements for, 382–386 managing, 322–323 multiple collections vs single collection with sub-sites, 130 planning upgrades, 292 separating software or database upgrade from site upgrade, 288 site collection administration, 275–277 tenant administration, 274–275 Site designer role, 94 Site Mailbox app, 407–408, 662–663 Site Mailboxes, 295 Site models, 261 Site owners access issues and, 398 adding apps to sites, 707 naming conventions for, 681–683 new tasks in SharePoint 2013, 703 reviewing what has been shared, 706–707 sharing documents outside organization, 705–706 sharing sites outside organization, 704–705 using Promoted Links, 708–711 Site sponsor role, 94 Site steward role, 94 Site workflows, 588, 590 Sites accessing from Office 365, 321 accessing permissions, 361 adding apps to, 707 architecture of, 265–268 branding, 452–454 central administration, 272–274 checking permissions, 394–395 design principles, 76–77 following, 699 fundamentals common to portals, sites, and pages, 265 governance model for sample deployment, 81–84 governance plan considerations, 90 hosting in SharePoint 2010 and 2013 simultaneously, 288 key topics in book, listing permission levels for, 383–386 managing security of, 350 mobile usage scenarios, 631 naming conventions for, 683 new site development features in SharePoint 2013, 18 personal sites, 507–509 reasons for using SharePoint for Internet-facing sites, 437–438 retention policies, 406–407 as search result source, 543 securing, 357–358 sharing externally, 354, 356–357, 704–705 sharing internally, 351–354 sharing online vs on-premises, 345–346 site-level administration, 277–278 starter templates, 126, 146–148, 450 Web Parts for building, 458–459 writing great content for, 678–680 Sites page (or hub), 125–126 SkyDrive Pro see SDP (SkyDrive Pro) SLAs (service level agreements) governance plan as framework for, 69 technology assurance dimension of governance and, 62 SMART (Specific, Measurable, Achievable, Realistic, Time-bound) objectives, 234–235 Smartphones see also Mobile devices, 625–626 Social computing architecture of, 529–530 blogs, 524–525 capabilities in SharePoint Server 2013, 41 collaboration structure provided by, 516 collaborative authoring within Office documents, 527–528 community sites, 517–522 configuring user profiles, 495–500 conversation concepts, 474–476 deployment strategies for, 203–205 740 Index enabling online conversations, 484–490 engaging others and getting work accomplished, 506–507 governance plan for, 91, 495 identifying business objectives related to, 479–482 identifying stakeholders in, 23 indentifying use cases, 483–484 key point review, 532–533 likes and ratings and, 501–502, 513–514 managing blogs and wikis, 501 managing discussions, 502–505 managing newsfeed posts, 500 mobile device support, 478 mobile usage scenarios, 630–631 new personal features in SharePoint 2013, 472–474 newsfeeds, 509–513 overview of, 471 personal sites, 507–509 pilot project for, 505 planning and governing, 479 preparing for, 294–295 preparing launch and communication plans for, 505–506 risk of accidental or inappropriate disclosure, 493 risk of distraction, 495 risk of e-discovery, 494 risk of exposing inaccurate information, 492–493 risk of losing stature, 493–494 SharePoint Newsfeed application and, 633–635 SharePoint Online supporting, 335 social content types requiring governance, 65 social tags, 502, 514–516, 688 standard and enterprise edition features, 45 supporting online communities, 474, 490–491 terminology, 687–690 what’s new in SharePoint 2013, 16, 190, 229–230 wikis, 525–527 working with content across devices and offline, 491 Yammer and, 530–531 Social Sites, NewsGator’s, 294 Social tags adding, 514–516 in glossary of social computing terms, 688 understanding, 502 Software as a service (SAAS), 314, 338 Software, separating software upgrade from site upgrade, 288 Solutions adopting see Adoption business solutions see Business solutions Songs/ music, metadata architecture, 154–155 Specific, Measurable, Achievable, Realistic, Time-bound (SMART) objectives, 234–235 Speed, design principles for page layout, 149 SPS (SharePoint Portal Server), 34–36 SPW (SharePoint Workspace) features not available in SkyDrive Pro, 658–659 migrating to SkyDrive Pro, 659–660 replaced by SkyDrive Pro, 651, 654 SQL Azure access protocols for connecting to SharePoint, 577–578 making data accessible in cloud, 577 SharePoint Online integration with, 313 SQL Reporting Services, 41 SQL Server access protocols for connecting to SharePoint, 577–578 managing database capacity, 107 managing databases, 108 providing database services, 39, 260 SSPs (Shared Service Providers), 271 SSRS (SQL Server Reporting Services), 604 Stakeholders identifying, 19, 22–24 in metrics, 236–237 Standards, having central site for, 99 Starter templates, 126, 146–148, 450 Static reports, 604 Steering committee role, 93 Storage platform capabilities provided by SharePoint Foundation 2013, 261 Index 741 shredded storage saving space and bandwidth, 408–409 of social information, 529 Stories collecting good value stories, 255–256 communicating measurement stories, 243–244, 249 examples of serious anecdotes, 246–247 qualitative metrics and, 245–246 Strategic goals, scorecards indicating performance against, 608 Strategic plan, documenting, 21 Strategy roadmap determining relevant capabilities, 25–29 identifying the business objectives, 20–22 identifying the stakeholders, 22–24 overview of, 18–20 STS (SharePoint Team Services), 34 Subsites, 128–130 Suite Bar, persistent navigation links, 124–125 Synchronization capabilities of SkyDrive Pro, 655 keeping document content current, 660 of Office document changes, 665 Synonyms, 176, 180 System metrics see Usage analytics Systems Center Operations Manager (SCOM), 107–108 T Tablets user experience of SharePoint with, 631–633 what’s new in SharePoint 2013, 625–626 Tags see Social tags Task management application capabilities provided by SharePoint Foundation 2013, 262 mobile usage scenarios, 630 new personal features in SharePoint 2013, 474 tracking projects, 191 Tasks, site owner adding apps to sites, 707 overview of, 703 reviewing what has been shared, 706–707 sharing documents outside organization, 705–706 sharing sites outside organization, 704–705 using Promoted Links, 708–711 Tasks, user creating/displaying views in lists and libraries, 690–693 creating posts in newsfeeds, 702–703 following documents, sites, people, and topics, 697–702 monitoring copies of documents, 693–697 overview of, 690 Taxonomy domain knowledge and, 131 navigation issues and, 297 Team sites default permission levels, 376–377 default SharePoint groups and permissions, 370–372 deployment strategies for collaboration solutions, 205–208 SharePoint Online support, 335 Teams activity groupings in site architecture, 140 coaching team in center of excellence, 207–208 elements of team “compact,” 206–207 governance planning and, 72–73 in IA design, 123 providing initial and ongoing support, 208 sharing newsfeed posts with, 510 Technology assurance, in governance plan, 62 Templates binding to lists or libraries, 584–586 Business Intelligence Center, 618 Community Portal site template, 517 Community Site template, 347, 474, 476–477 Developer Site template, 331 elements of Content Types, 164 naming conventions, 682 out-of-the-box, 269–271 for page layout, 146–148 for project teams, 205–206 Publishing Site template, 330–331, 448 for sites, 268–269 starter templates, 126, 146–148, 450 workflow templates, 582–584 Tenant administration, 274–276, 322–326 742 Index Tenants, fundamentals common to portals, sites, and pages, 265 Tenant_Users group, 373–374 Term Set Planning Worksheet, 176 Term Store, 324 Term Store Management Tool, 176 Terms/Term sets creating/adding to, 178–179 defining terms in, 180–181 describing managed metadata, 175 managing, 176 planning, 177 predefining keywords and terms for user profiles, 200 Test environment, establishing, 116 Themes, branding sites and, 458 Third-party tools for migration, 286, 336 for security analysis, 364 for security management, 342 Three-click-rule myth, site architecture and, 153 Three-server deployment, 280 Timeline controls, in Excel Services, 618 Title property search tips and, 548 what it is/ how it works, 210–211 Top-left visual area, design principles for page layout, 149–150 Top links, in site architecture, 145 Topics, following, 701–702 Training addressing audience needs, 211–212 best practices, 99–100 in governance plan, 99 operational implications of SharePoint Online, 337 planning effective, 208–209, 211 tailoring to how jobs are performed, 215–217 timing programs for, 212–215 tips for training content, 209–211 upgrades and, 292 Training manager role, 94 Transitions, deployment planning and, 202 Tree-jack tree testing program, from Optimal Workshop, 137 Tree testing, approach to IA design, 136–137 Tree view, configuring metadata navigation, 419–420 Troubleshooting security applications, 396–398 “Try It, You’ll Like It,” incentives and rewards in adoption, 218 Twitter see also Social computing preparing for upgrades and, 294–295 social features of SharePoint 2013 similar to, 190 Two-server deployment, 280 U UI (user interface), innovations in Office, 670–672 ULS (Unified Logging Service), 108 Unique identifiers, for SharePoint items, 156 Updates administering Office 365, 319 operational governance policies, 112 Upgrades business process capabilities and, 291–293 customization and, 301–302, 304, 306 electronic forms and document workflows and, 293–294 fixing structural issues prior to, 297 governance considerations related to, 291 key point review, 309–310 overview of, 285–286 planning for, 289–291 post-upgrade tasks, 307 pre-upgrade tasks, 306–307 preparing for, 308–309 to SharePoint 2013 search, 553–554 social computing and Yammer and, 294–295 strategies/options for, 302–305 technology assurance dimension of governance and, 62 timing, 230–231, 296–301 what’s new in SharePoint 2013, 286–289 working with SharePoint content offline, 295–296 URLs %20 characters in, 680–681 adding hyperlinks to posts, 703 readability and usability of, 441 Usability, balancing with security, 364 Index 743 Usability testing for improving solution adoption, 134 measurement strategy, 254–255 Usage analytics in logical search architecture, 551 in physical search architecture, 551–552 quantitative metrics, 241–243 WCM (Web content management) and, 444–445 Usage reports, capabilities not available in SharePoint Online, 329 Usage scenarios, mobile computing, 630–631 Use cases for adoption of new capabilities, 197 for mobile computing, 630–631 for online communities, 490–491 for online conversations, 484–490 for social computing, 483–484 for working with content across devices and offline, 491 User documentation, as training tool, 214 User feedback aids to adoption, 195 for collecting qualitative metrics, 255 User interface (UI), innovations in Office, 670–672 User profiles configuring, 495–500 features provided by shared service applications, 263–264 in governance plan, 91–92 managing, 323–324 predefining keywords and terms for, 200 standard and enterprise edition features, 45 User surveys, for collecting qualitative metrics, 255–256 Users administering user accounts in Office 365, 319 checking individual or group permissions, 395 managing permissions of, 200–201 naming conventions for, 683–684 new types and governance, 66 perspective on searches, 543–547 role and responsibilities of, 94 security of, 367 solution adoption and, 122 as stakeholders, 23–24 targeting specific, 622–623 understanding needs and capabilities of, 131–132 upgrades and, 292 user personas/scenarios in mobile computing, 627–628 user roles, 216–217 UX (user experience) branding and, 452–454 online features of SharePoint 2013, 482 V Value, measuring see Measurement/metrics Versions/version management content approval and, 411–412 Draft Item Security, 415 of images (image renditions), 441–442 metadata attributes and, 156 of reports, 604 Require Check Out setting, 416–417 settings, 411 in SharePoint 2013, 43, 45–49 SharePoint product line and, 36–37 SPW capabilities not available in SkyDrive Pro, 659 version history, 413–415 Video adding to posts, 703 managing, 442, 444 posting link to, 511 search results, 564 Video Content Type, 442, 444 View permissions, for publishing sites, 377 Views creating differing views for contributors and consumers of information, 197 creating/displaying in lists and libraries, 690–693 inability to secure, 366 Views (visits), system metrics (usage analytics) capturing, 243, 444 Visio designing workflows, 592–595 enterprise edition features, 46 744 Index features provided by shared service applications, 264 mind maps in documenting site architecture, 141 Visio Online, components of Office 365, 316 Visio Services overview of, 620 reasons for using, 620–621 working with SharePoint, 654 Vision statement clarity of, 73–74 envisioning process in governance plan, 85 key elements in governance plan, 70 Visitors role, 216 W WACs (Web Application Companions), 527–528 WCF endpoints, access protocols for connecting to SharePoint, 577–578 WCM (Web content management) basic capabilities of, 446–448 branding sites, 452–454 CEWP (Content Editor Web Part), 463–466 Content Organizer, 442–443 creating strategy for, 468–469 Design Manager, 459–463 image renditions, 441–442 Internet deployment solution and, 282–283 key point review, 469 master pages, 454–4546 overview of, 404, 437 page layouts, 456–458 planning, 467–468 publishing sites and, 448–452 reasons for using SharePoint for Internetfacing sites, 437–438 SEO (search engine optimization), 443–444, 446 SharePoint capabilities for, 632 standard and enterprise edition features, 45 themes, 458 usage analytics, 444–445 video management, 442 Web Parts for building sites, 458–459 what’s new in SharePoint 2013, 438–441 Web analytics, 440 Web Application Companions (WACs), 527–528 Web applications, 264–265 Web-based forms, 293–294 Web browsers drag and drop functionality of, 408 operational governance considerations, 104–105 SharePoint Newsfeed application accessed from, 635 Web content management see WCM (Web content management) Web pages architecture of see Page architecture ASP.NET service for, 39–40 changes to master page customization in SharePoint 2013, 287 in document libraries, 411 page layout template for, 146 Web Parts in ASP.NET, 39–40 BCS Web Parts, 575–576 for building sites, 458–459 CEWP (Content Editor Web Part), 463–466 Chart Web Part, 605 Content by Search Web Part, 560 Content Query Web Part, 267 customization issues when upgrading, 301–302 home page organization and, 126–127 inability to secure, 366 page architecture and, 121 search-driven Content Web Parts, 564–565 vs Quick Launch links, 151–152 Web sites see Sites Weekly maintenance, of operational governance, 109–110 WF (Windows Workflow Foundation) 4, 39, 580–581 WFE (Web front end) corporate intranet farms, 282 server roles in SharePoint, 278 Wikis application capabilities provided by SharePoint Foundation 2013, 262 managing, 501 overview of, 525–527 preparing for upgrades and, 294 Index 745 risk of exposing inaccurate information, 492 Wildcard characters (*) in contextual help systems, 196 in searches, 548 tips for writing search queries, 686 Windows 8, 644 Windows application logs, 108 Windows authentication, 287 Windows Azure Active Directory, 531 comparing cloud computing services, 315 SharePoint Online integration with, 313 Windows Explorer integration with SkyDrive Pro, 655, 658 moving files between SharePoint and other file systems, 663–664 recommendations for working with SharePoint documents and data, 670 working with SharePoint, 654 Windows Intune, 628 Windows Phone Office applications, 636, 639 SkyDrive Pro support for mobile applications, 636 support for mobile devices, 478 what’s new in SharePoint 2013, 626 Windows Server as basis for SharePoint Foundation, 260 comparing cloud computing services, 315 providing base operating system services, 39 Windows SharePoint Services see WSS (Windows SharePoint Services) Windows Workflow Foundation (WF) 4, 39, 580–581 Wire frames, templates for, 152–153 Word collaborative authoring, 528, 648–649 enterprise edition features, 46 features provided by shared service applications, 264 Office Mobile Applications and, 644, 674–675 Office on Demand and, 647–648 Office Web Apps and, 639, 644, 673–674 pasting content from, 465 Windows Phone applications, 636 working with SharePoint, 654 Work Management Service, 569 Workflow Manager, 569, 580–581 Workflows associating with lists, 584–586 association options and actions, 591–592 Content Types and, 165 creating custom, 586–588 designing with SharePoint Designer, 588–589 designing with Visio 2013, 592–595 features that not work across site collections, 267 function of, 567 mobile usage scenarios, 630 overview of, 426, 579–581 as stand-alone service in SharePoint 2013, 260 standard, 584 templates, associations, and instances, 584 terminology, 582–584 types of, 588, 590–591 upgrades and, 293–294 Windows Workflow Foundation, 39 WSS (Windows SharePoint Services) cloud computing and, 312 in history of collaboration services, 34, 35–36 Y Yammer acquisition by Microsoft, 471 integration with SharePoint 2013, 530–531 integration with SharePoint Online, 334 licensing models, 333–334 for microblogging, 476 policies in governance plan, 92 preparing for, 294–295 replacing Newsfeed with, 125 SharePoint Online support, 335 social computing and, 41 Z Zero-server deployment, 279 This page intentionally left blank ® Thinking SharePoint? THINK�JORNATA VISION�AND�STRATEGY Working with executive team representatives, we offer assessments and recommendations for the effective use of collaboration and social computing tools IMPLEMENTATION We will implement a well-designed SharePoint solution, either on-premises or in the cloud, delivering results with real-time knowledge transfer We help companies achieve exceptional performance by providing world-class products and expert professional services DEVELOPMENT Our top-tier consulting team can guide a customer from whiteboard through deployment, offering prototypes via rapid application development and final delivery of well-documented custom code TRAINING Our top-notch consultants and experts love to teach We provide high-end training for IT Pros, Developers, and Users SUPPORT We believe in the long-term success of our customers That's why we offer pre- and post-deployment support options so we can act as an escalation point for business critical applications fb.com/jornata @JornataLLC www.jornata.com info@jornata.com ... SharePoint Foundation 2013 Microsoft SharePoint Server 2013 SharePoint Server 2013: The Details Microsoft SharePoint Server 2013 and Office 2013 Operating... Search Options SharePoint 2013 Search Administration SharePoint 2013 Search Logical Architecture SharePoint 2013 Search Physical Architecture Capacity... capabilities in SharePoint 2013 that users and site owners should know What’s New in SharePoint 2013? At the beginning of most chapters is a section called “What’s New in SharePoint 2013? ” that summarizes